Virtual Meetings in Project Management

Tom · Oct 27, 2008 · Leave a Comment

With the advent of new technologies, virtual meetings are becoming increasingly popular in project management. However, the rules for conducting a meeting in person should be revised to make the virtual meeting more effective.

Project managers are expected to apply new skills that incorporate the use of technology so that those present will be attentive and engaged. It’s difficult enough to run a meeting where all the participants are in the room, but oftentimes team members are taking part in the meeting from a remote location by phone or computer.

The basic guidelines for running a project management meeting remain the same. Relevant people should be invited, objectives should be defined, and the meeting should be started on time. However, the technology itself calls for a few added rules to be followed.

Some basic ground rules might include, logging in 10 minutes before the meeting, stating your name when you speak and avoiding multitasking by turning off cell phones and staying out of email.

It’s always a good idea to send out pertinent information before the meeting, but with virtual meetings this practice is even more crucial. Information should include items that need prior review, an agenda, ground rules, and technical instructions. Project management team members need to know when it’s okay to hit the mute button, how to place the call on hold or how to log in to the meeting.

Also keep in mind is that the nonverbal clues most project managers are accustomed to will be absent. You won’t necessarily know if participants understand or are even paying attention to what is being said. Because of this, the need to be clear and explicit becomes even more critical.

Negotiation in Project Management

Tom · Oct 14, 2008 · 1 Comment

Nearly every project taken on by the project team requires some negotiation. Ideally, decisions would be reached easily with everyone in agreement for what is best for the project and all involved, but sometimes one side might be trying to get the better of the other. In these instances it pays to have a full understanding of the processes of negotiation.

Here are some guidelines to consider when negotiating.

Having high aspirations will lead to a more successful negotiation.
Do not reveal your initial position.
Think about concessions before making them.
Ask questions to find out more about the other side’s position.
Be discreet and only reveal the information necessary at the time.
Check to see there is proof behind any assumptions being made.
Take your time. Quick settlements aren’t always the best ones.
Develop a plan beforehand to improve performance during a negotiation.
Stick to the plan and stay focused throughout the entire process.
Use power-play sparingly or retaliation could follow.
Know when to walk-away and say, “No Deal”.

All too often, negotiations end poorly, but by using the guidelines above you should be on your way to a successful negotiation that meets the needs of all participants.

Creating and Celebrating Project Milestones

Tom · Sep 29, 2008 · Leave a Comment

As a project manager you know that some projects take a long time to reach completion. Because of this, it pays to have milestones along the way to help keep team members focused and motivated. A short break to showcase the efforts being made can help everyone on the team to see the bigger picture and grasp where the team stands in the overall scope of the project.

Team members should have a voice in determining milestones and in targeting completion dates. They may even have a better feel than the project manager of just how long each milestone will take to accomplish. In addition, if the team members help set the deadlines they are likely to be more committed to meeting them.

Once the milestones have been agreed upon, the project manager and team should create a comprehensive plan for achieving those goals. Clear guidelines should be set for the various work phases so that each person knows his or her responsibilities.

Having met the milestone, it is then time to relax and celebrate. Doing so can help refuel and energize the team for work yet to be done. It is probably best to avoid celebrating specific accomplishments of one group, but instead to celebrate team successes.

Plan your celebrations early and let the team know what is to come. Whether it’s happy hour at a local restaurant or a catered lunch in the office, the cost is minimal when weighed against the potential benefits. The most important thing is to sincerely acknowledge and convey gratitude for what has been accomplished.

Green Project Management

Tom · Sep 22, 2008 · 2 Comments

Going green has become a topic that is becoming difficult to ignore. You see it every day in the news, in commercials and just about anywhere else you look. So as a manager, maybe it’s time to think about Green Project Management (GreenPM).

While it may not be necessary to make every decision based on whether or not it is environmentally friendly, we should take the environment into account during a project rather than simply ignoring it. There are a few steps that can easily be taken to get your project on the way to becoming a “green” one.

Make the switch to recycled paper. When creating your project paper-based deliverables, ensure that you are using recycled paper. Doing this could have a large impact over hundreds or thousands of projects.
Dump the dumpster. Instead of sending your waste to a landfill, try finding a recycling company. The minimal cost of paying to have old equipment recycled can, over time, have a huge impact on the environment.
Use eco-friendly packaging in products produced. Face it, the packaging ends up in the trash anyway.
Decide if those late-night work sessions are really worth it. Extra heating/air conditioning, lighting, water, etc. use dollars and negatively impact the environment. It might seem small, but if millions of others are making that same decision it could add up to substantial environmental savings.

These ideas are just a first step in the process of moving to GreenPM. In the future, it will become even more important to structure your organization’s environmental policies and goals to meet the needs of an ever-changing world.

Murphy’s Law and Project Management

Tom · Sep 15, 2008 · 2 Comments

Almost everyone knows Murphy’s Law, “If anything can go wrong, it will.” In project management it is no different, but as manager you must decide who is in control, you or Murphy. The tips below could help you stop blaming Murphy and actually, with a little patience and planning, make Murphy your friend.

A good project manager knows that some events are not within your control. It is the way you respond to those events that can make all the difference. When unexpected events occur, it’s natural to feel stressed and the stress is magnified when something happens at an inopportune time. The only way to reduce this stress is to take action and maintain control of the situation. Deal with the problem and laugh in the face of Murphy. Letting problems continue will only cause them to snowball which could mean your project is doomed.

Anticipate the likelihood that things will go wrong during the life of the project and they will probably go wrong at the worst possible time. The best thing you can do as project manager is to plan thoroughly, control internal processes and proactively manage the project.

So the next time you hear yourself blaming Murphy for things that are going wrong think about whether it’s really Murphy at work or just a result of poor planning. It it’s the latter, maybe it’s time to step up your game and if Murphy is the culprit, take action immediately, solve the problem and move on with the project.